EXHIBITOR & SPONSORSHIP OPPORTUNITIES
AIANYS
• Access to 300+ architects • More than 10 sponsorship options • Digital & print advertising • Vendor “Spec Academy”
9 2 r e b m e t p Se
6 1 0 2 1,
r e b o t c Saratoga -O
Design Conference Saratoga Springs, New York
Exhibitor Packages
Expo on Friday, September 30, 2016
The Design Conference has cost effective pricing on exhibit space and expanded opportunities for sponsorships. Showcase your products and enhance your recognition in the design community.
All Booths Include:
10 x 10 booth which includes 8’ high backdrape with 2-3’ high side rails, consisting of pipe and flameproof design, one line booth identification sign (7”x 44”), one 6’ skirted table that is 24” wide x 30” high, two folding chairs, and a wastebasket. Each booth is allowed two representatives. More than one booth may be purchased if necessary to accommodate the specific needs of an individual vendor. Multiple booth purchase subject to a 10% discount!
To discuss the exhibit and sponsorship options, contact Dave Hodgkinson at
(518) 449-3334.
Other Features of the 2016 Expo • Easy access from seminar rooms • Individual vendor raffles • AIANYS raffles • Lunch on exhibit floor • Vendor/attendee networking sessions • Teambuilding activities
Premium Standard Vendor Package Vendor Package $1300 $1100 First come first serve opportunity to present in the “Spec Academy”
4
1/4 page digital ad (color) in Conference Promotional Brochure distributed to 8,500+
4
2 tickets for your company to attend the Opening Night Party (9/29)
4
Listing in Conference Promotional Brochure (If paid by June 8, 2016)
4
4
Listing with company description in Conference Program
4
4
Listing on AIANYS Design Conference website, including company logo and 100 word description
4
4
List of conference attendees including names and addresses (Please note that AIANYS assures the privacy of its members by allowing registrants to opt out of being listed as a conference participant)
4
4
Recognition in Architecture New York State quarterly newsletter distributed to 8,500+
4
4
Attendance to conference seminar of your choice (pre-registration required)
4
Discounted pricing on advertising in all printed and digital pieces
4
4
Register online at http://www.Cvent.com/d/2fq34d/4W
Set up and Show Times:
September 29 2:00 pm – 6:00 pm – Exhibitor Set Up September 30 9:00 am - 3:15 pm – Show Hours 9:30 am - 10:00 am – Morning coffee break 11:30 am - 12:30 pm – Lunch on Expo floor 2:15 pm - 3:15 pm – Afternoon coffee break/Expo last call 3:15 pm - Exhibitor tear down
1
2
Exclusive Expo-Only Time 9:30 am - 12:30 pm 2:15 pm - 3:15 pm Additional Services: Telephone lines, carpeting, electric and other electronic services will be at the expense of the exhibitor and must be ordered through Clifton Park Rental Center. Order forms for services will be included in the Exhibitor Manual.
Spec Academy:
38
3
4
5
20
21
22
23
26
27
28
29
30
35
34
33
32
31
17
18
19
24
25
37
36
40
9
10
14
39
8
11
15
41
13
7
12
16
The Spec (Specification) Academy is for select sponsors and premium vendor package holders on a first come, first serve basis. Present an education program in the classroom setting. Sessions must be approved for CE credit (submitted by AIANYS).
6
42
43
44
45
Choose from the following times: Thursday 9/29 11:00 am – 12:00 pm Friday 9/30 7:00 am – 8:00 am or 5:00 pm – 6:00 pm
New This Year!
Premium booths: 13, 19, 20, 26, 27, 33, 34, 40, 41, 47, 48, 54, 55, 61, 62, 70, 71, 79, 80, 88
o Exclusive Webinar for all exhibitors with tips to be the most successful at the AIANYS Trade Show! Key advice from seasoned attendees. o Exclusive vendors only area on our website complete with draft communications to potential attendees, up to date attendee lists and other exhibitor-specific information.
o Teambuilding stations on the exhibit floor! Create and build with architects and fellow-vendors during non-exclusive trade show time.
o Spec Academy – Open to select sponsors and premium vendor package holders to Clifton Park Rental Center present educational seminars
S:\Shared Visual CAD files\2016 Drawings\09-29-16 AIA 80 10X10 BOOTHS SSCC.vcd 3/18/2016
518-877-7449
Advertising Opportunities Take advantage of exhibitor pricing on advertising rates! Advertise in the Conference Promotional Digital Brochure emailed to over 8,500+ AIANYS members or place an ad in the onsite Conference Program given to all attendees.
o 1/4 Page Full Color digital advertisement in Conference Promotional Brochure Exhibitor – $300 Non-Exhibitor – $500
o 1/4 Page Black & White advertisement onsite Conference Program Exhibitor – $200 Non-Exhibitor – $400
Sponsorship Packages
All Sponsorships Include the Following: • Listing on AIANYS Design Conference website • Sign recognition at sponsored event • Insert in conference registration bags • Sponsorship recognition in Conference Promotional Brochure (If paid by June 8, 2016) & onsite Conference Program
$2,500 Investment Packages Opening Night Party at the Saratoga Automobile Museum (4 available) September 29, 2016
• Four tickets to the Opening Night Party • Full page digital ad (color) in Conference Promotional Brochure distributed to 8,500+ members and partners • Full page ad (black and white) in onsite Conference Program • Half page ad (color) in Architecture New York State quarterly newsletter distributed to 8,500+ members and partners • Half page ad (color) in AIANYS 2017 Architect Directory • First come first serve opportunity to present in the “Spec Academy” • Attendance to conference seminar of your choice (pre-registration required)
Design Awards Dinner September 30, 2016 • • • • • • • • • •
Four tickets to the Design Awards reception and dinner Recognition during dinner Recognition in Design Conference Program Full page digital ad (color) in Conference Promotional Brochure distributed to 8,500+ members and partners Full page ad (black and white) in onsite Conference Program Half page ad (color) in 2016 Design Awards + Excelsior Awards Recipients book Half page ad (color) in Architecture New York State quarterly newsletter distributed to 8,500+ members and partners Half page ad (color) in AIANYS 2017 Architect Directory First come first serve opportunity to present in the “Spec Academy” Attendance to conference seminar of your choice (pre-registration required)
Badge Lanyard • Your name imprinted on all conference attendee lanyards • Quarter page ad (black and white) in onsite Conference Program • Half page ad (color) in Architecture New York State quarterly newsletter distributed to 8,500+ members and partners
$2,000 Investment Packages General Sessions • Five tickets to event • Introduction of speaker(s) • Half page digital ad (color) in Conference Promotional Brochure distributed to 8,500+ • Half page ad (black and white) in onsite Conference Program • Attendance to conference seminar of your choice (pre-registration required)
$1,500 Investment Packages Shuttle Bus Transportation for Reception & Tours • Half page ad (black and white) in onsite Conference Program • Signage on bus for all trips • Two complimentary tickets to Opening Night Reception or a tour of your choice (pre-registration required)
Food & Beverage (Choose 1)
All information
q Morning refreshment break q Expo lunch q Afternoon refreshment break
in this brochure is also available at
• Two passes to Exhibit Hall • Half page ad (black and white) in onsite Conference Program
www.aianys.org
Registration Bag • Two passes to Exhibit Hall • Company name and logo imprinted on attendee registration bags
Register online at http://www.Cvent.com/d/2fq34d/4W
$1,200 Investment Packages Design Awards Dinner (2 available) September 30, 2016
• Two tickets to the Design Awards reception and dinner • Recognition in Design Awards Dinner Program • Recognition during dinner
Design Awards Floral Arrangements • Two tickets to the Design Awards reception and dinner • Recognition in Design Awards Dinner Program • Recognition card on each table
$500 General Sponsorship • Two passes to Exhibit Hall
Additional Marketing Opportunity Attendee Bag Materials
• A $250 investment allows you to insert a marketing piece or small item in each onsite registration bag. • Recognition in Onsite Conference Program
Exhibit Rules and Regulations PAYMENT
Booths paid in full by June 8, 2016 will have a company name and booth number listed in pre-conference publications and web updates. Booths paid in full by August 1, 2016 will be listed in the conference wrap up publications, web updates and newsletters and forwarded to all AIANYS members. All booths must be paid in full by September 1, 2016.
BOOTH COST INCLUDES
10 x 10 Booth 8’ high back drape with 2-3’ high side rails,consisting of pipe and flame proof design, one line booth identification sign (7” x44”), one 6’ skirted table that is 24”wide x 30” high, two folding chairs, and a wastebasket. See benefits/features section of this Prospectus. The booth cost does NOT include electricity, rental of furnishings, etc. The service provider will contact confirmed exhibitors directly one to two months prior to conference.
LATE BOOTH SET UP/ EARLY TEAR DOWN
Setting up a booth late or tearing down early disrupts the consistency of the exhibit hall and detracts from neighboring booths. For this reason, NO ONE is allowed to set up after official exhibitor move-out times. (This includes gratis booths). Exhibit hall hours are clearly stated in this prospectus. As result, please make travel/move-in/move-out plans accordingly.
CANCELLATIONS/REFUNDS
Requests for cancellations must be made in writing and sent either by registered or certified mail. Phone cancellations are not acceptable. Requests postmarked prior to August 31, 2016 will receive fifty percent refund. No refunds will be made to requests postmarked on or after August 31, 2016. No refund may be made for space that is unused during all or part of the exhibition. Should space remain unoccupied at the opening of the exhibit, AIA New York State may rent or use it without obligation of refund.
BOOTH REGULATIONS
Booth representatives shall be restricted to Exhibitor’s employees, agents and authorized representatives. No more than two representatives shall be in the booth at any one time. Booth representatives shall wear badge identification furnished by Management at all times. All booths must be adequately staffed by the Exhibitor during all open Exhibition hours. The maximum height allowed is 8 feet. Side height limits are 3 feet high for first 3 feet in from the aisle. Thereafter, an exhibit may go up to 8 feet high for the remaining 7 feet
to the back wall (applies to in-line booths, not end-cap booths. End cap booths: two adjacent booths at the end of a row. Eight foot maximum height allowable for 14 feet wide. The 3-foot height limit must be observed for the first 3 feet in from the aisle. Display material exposing an unfinished surface to neighboring booths is strictly prohibited. Unusual signage requests must be reviewed and approved by AIA New York State show management.
SHIPMENTS
Clifton Park Rentals is the official handler and service contractor for this show. There is no obligation to use them if you have your own personnel. The service contractor will mail complete information about rental of booth furnishings, drayage, etc., to confirmed exhibitors prior to the show. Completed forms must be returned to Clifton Park Rentals. Rental information concerning electricity, water, cleaning, etc., is available through The Hilton at Saratoga Springs, 534 Broadway, Saratoga Springs, NY 12866 at 888866-3591. For shipments arriving prior to show, arrangements for storage must be made with Clifton Park Rentals.
SECURITY
All exhibitors and guests must vacate the exhibit hall when the hall is closed. No exceptions.
MUSIC IN EXHIBIT BOOTHS
Because of aggressive enforcement laws related to copyrighted music, we must ask our exhibitors either (1) not to play live or recorded music that is subject to licensing by BMI, ASCAP, or any other organization authorized to license copyrighted music, or (2) to obtain themselves, at their sole expense, the proper license from the copyright holder. If an exhibitor plays music that is subject to licensing, and AIA New York State obligated to pay any copyright holder, all costs of the copyright license, and the incidental costs to exhibitor as an additional booth charge. Please call AIA New York State if you have any questions regarding the playing of music (live or recorded) in your exhibit booth.
LIABILITY
AIA New York State, An organization of the American Institute of Architects; The Saratoga Hilton, 534 Broadway, Saratoga Springs, NY 12866, and the City of Saratoga Springs, NY do not guarantee the exhibitors against loss, damage, delay or theft of any kind during the course of the show, including move-in and move-out. The exhibitor shall indemnify any agents and employees from any cause or claim whatsoever. It is recommended that exhibitors obtain insurance.
FIRE REGULATIONS
Booth decorations and construction must conform to fire regulations of the City of Saratoga and exhibit facility. Combustible or explosive materials and substances may not be used. Cloth and other flammable materials must be flameproof. Packing containers, excelsior, wrappings and similar materials must be removed from the exhibit area and not stored under tables or behind displays.
ELECTRICAL REQUIREMENTS
All wiring on displays or display fixtures must conform to the applicable stands established by the applicable governmental agencies and fire inspection ordinances. All display wiring must exhibit the seal and/or such other seals of official approving agencies as may be required at the site of Exhibition.
LOTTERIES/CONTESTS
The operation of games of chance, or lottery devices, or the actual or simulated pursuit of any recreational pastime is permitted only to the extent permitted by applicable law and on written approval from Management.
EXHIBITOR SERVICE MANUAL The exhibitor understands it will receive the Exhibitor Service Manual only when it has paid the full balance due. The Exhibitor Service Manual usually ships three months out from event.
INSURANCE
At all times during Exhibitor’s use ofthe Premises, Exhibitor shall maintain: Statutory workers’ compensation insurance in accordance with the laws ofthe State of New York; Employers’ liability insurance with limits of at least five hundred thousand dollars ($500,000.00) per accident covering all of Exhibitor’s personnel performing work at the Premises and within the Premises in connection with this Agreement; Comprehensive commercial general liability insurance with contractual indemnity coverage and combined single limits in the minimum amount of at least five-hundred thousand dollars ($500,000.00) per
occurrence for personal injury and property damage; and commercial automobile liability insurance with coverage for owned, non-owned, rented and borrowed automobiles with a combined single limit of not less than two hundred fifty thousand dollars ($250,000.00). Such insurance policy shall provide coverage insuring against loss, damage or liability for injury or death to persons and loss or damage to property and shall contain no exclusion with respect to property of the Premises or AIANYS. The aforesaid policies shall be issued by a carrier satisfactory to AIANYS, authorized to do business in New York State; be primary regardless of any coverage maintained by AIANYS and provide at least fortyfive (45) calendar day’s prior written notice to AIANYS of cancellation or reduction in policy limits or coverage. Forty-five (45) calendar days prior to the Product Showcase; Exhibitor shall provide AIANYS with certificates of insurance evidencing the required coverage and, with respect to the comprehensive commercial general liability and commercial automobile liability insurance coverage referenced above, naming AIANYS and the Premises, as additional insured’s. Failure of Exhibitor to comply with this provision shall not relieve Exhibitor from liability under this Agreement, nor shall such insurance requirements be construed to conflict with or otherwise limit Exhibitor’s indemnification obligations contained herein. Exhibitor waives the right of recovery or subrogation against AIANYS and the Premises, its directors, officers, employees or agents.
FORCE MAJEURE
Neither party shall be liable in damages or have the right to terminate the Agreement for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to Acts of God, Government restrictions (including the denial of cancellation of any export or other necessary license), wars, insurrections and/ or other cause beyond the reasonable control of the party whose performance is affected.
Application
Registration can also be done online at http://www.cvent.com/d/2fq34d/4W Please type or print clearly on both pages of this application.
Company/Organization_________________________________________________________________________________ Contact_______________________________________________________________________________________________ Email_________________________________________________________________________________________________ Title___________________________________________________________________________________________________ Street Address__________________________________________________________________________________________ City__________________________________________________ State_______________________ Zip__________________ Phone (___)________________________________________ Fax (___)____________________________________________ Web__________________________________________________________________________________________________
EXHIBITORS:
Booth Selection: (please select by booth preference-booths are assigned on a first-come, first-served basis). 1.______ 2.______ 3.______ Indicate any company/products you would prefer not to be placed near:____________________________________ ______________________________________________________________________________________________________ Contact for all booth arrangements: Booth staff names must be provided by 9/1/16 to Dave Hodgkinson (dhodgkinson@aianys.org) Contact Name_________________________________________________________________________________________ Title___________________________________________________________________________________________________ Company_____________________________________________________________________________________________ Street Address__________________________________________________________________________________________ City__________________________________________________ State_______________________ Zip__________________ Phone (___)________________________________________ Fax (___)____________________________________________ Email_________________________________________________________________________________________________
Raffle Give Away Opportunities: Would your company be interested in participating and contributing a prize for drawings throughout the show? o Yes, we want to participate._   o No, not this year. Commitment Deadline is: Monday, August 22, 2016 o Exhibitor acknowledges having read and accepted the terms and conditions as outlined in the Rules and Regulations included herein. Signature of authorized representative____________________________________________________________________
more
Please complete both pages of this form. Thank you. EXHIBITORS:
Payment Information: Exhibitors Booth Premium Vendor Package*.................................... #________@ $1,300 Exhibitors Booth Standard Vendor Package..................................... #________@ $1,100 Design Awards Dinner....................................................................... #________@ $ 100 Opening Night Party Tickets............................................................. #________@ $ 80 Additional Booth Personnel - Food Service Costs (Lunch, Breaks).... #________@ $ 50
each = $________ each = $________ each = $________ each = $________ each = $________
*Includes 2 Opening Night Party tickets and advertising
ADVERTISING:
¼ Page Digital Advertisement in Conference Promotional Brochure (Exhibitor Discount Price).................................................................. #_______@ $ 300 (Non-Exhibitor Price)......................................................................... #_______@ $ 500
each = $________ each = $________
¼ Page Advertisement in onsite Conference Program (Exhibitor Discount Price).................................................................. #_______@ $ 200 (Non-Exhibitor Price)......................................................................... #_______@ $ 400
each = $________ each = $________
SPONSORSHIPS: Sponsorship - $2,500....................... Design Awards Dinner................................................................ = $________ Sponsorship - $2,500 ...................... Opening Night Party................................................................... = $________ Sponsorship - $2,500 ...................... Badge Lanyard........................................................................... = $________ Sponsorship - $2,000 ...................... General Sessions......................................................................... = $________ Sponsorship - $1,500 ...................... Shuttle Bus Transportation.......................................................... = $________ Sponsorship - $1,500 ...................... Food & Beverage (Choose 1)...................................................... = $________ Sponsorship - $1,500 ...................... Registration Bag ........................................................................ = $________ Sponsorship - $1,200 ...................... Design Awards Dinner................................................................ = $________ Sponsorship - $1,200 ...................... Design Awards Floral Arrangements......................................... = $________ Sponsorship - $ 500....................... General Sponsorship................................................................... = $________ Sponsorship - $ 250....................... Attendee Bag Materials............................................................. = $________ Total from each category: Exhibitor ................................... = $________ Ticket Purchase......................... = $________ Advertising ............................... = $________ Sponsorship............................... = $________ Total Purchased ........................................................................ = $________
PAYMENT METHOD:
Credit Card (circle one) Visa M/C Amex Name as it appears on card________________________________________________________ Exp Date ____/____ Signature_____________________________________ Card #_______________________________ CSC #___________ (3 digit code on back of card) OR: Check (Make Payable to AIANYS.) Return this form to:
AIANYS, 50 State Street, Albany, NY 12207 or email dhodgkinson@aianys.org If you have any questions call AIANYS office at (518) 449-3334.
The 2016 Expo will be held at the The Saratoga Springs City Center, 522 Broadway, Saratoga Springs, NY 12866 on Friday, September 30, 2016. Be sure to check the AIANYS website at www.aianys.org for conference updates!